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The Finance & Grants Coordinator will provide financial and operational support for two teams within Conservation International’s (CI)’s Science + Knowledge Division: (1) Biodiversity Assessment and Ecosystem Health (BAEH), and (2) Marine Science (MS). The focus of this position is budget monitoring and maintenance; working closely with the Senior Director, Operations & Resources and the Director, Finance and Operations within the Science + Knowledge Executive team. This position will also be in charge of grant and contracts development and management, as well as operations and HR support for a staff of approximately 12. This position will work on proposal budgets, donor management, donor reporting and compliance in association with S+K Exec. Responsibilities include tracking all expenses for all BAEH and MS donors and reviewing monthly financial reports, entering budgets into CI's budgeting data base and entering all agreements into the Grant Enterprise Database. The position provides financial reports and grant updates to supervisor on a regular basis. This position will work in close collaboration with the S+K operations staff.
RESPONSIBILITIES:
Budget Management & Facilitation
- Prepare administrative plans and budgets including compilation and analysis of information for annual operations.
- Responsible for tracking the finances of BAEH and MS, including projected and real expenses by fiscal year
- Reconcile expenses related to accounting system.
- Maintain and monitors budget.
- Complete relevant financial paperwork, re-classes, check requests
- Ensure budget compliance with donor requirements and CI policies and procedures.
- Communicate with staff, division and other departments to ensure that employees’ expense reports, expense reclassification and other requests are submitted on time.
- Assist program staff with budget projections and financial analysis
- Responsible for providing the Senior Manager of Finance and Operations updated and accurate BAEH and MS monthly financial reports analysis
- Enters budgets into Clarity
Donor Tracking
- Prepare proposal budgets to ensure accuracy and complete preparation
- In coordination with S+K Executive, this position will prepare financial reports to CI/S+K donors
- Monitor and keep track of S+K donor budget performance
- Assist in ensuring compliance with donor requirements
Contract Negotiation, Administration & Monitoring
- Responsible for issuing agreements and corresponding payments for cluster; and ensuring that they are processed in a timely manner and in accordance with CI policy and procedures
- Maintain agreement files
- Ensure agreement deliverables are received and work with program staff to ensure technical and financial obligations are met in compliance with CI and donor policies
- Review and analyze those project financial reports under his/her supervision to ensure compliance with CI and donor requirements
- Notify Program officer of any problems/discrepancies and provides technical assistance to grantees in resolving problematic issues, as appropriate
- Monitor deliverable due dates, payment due dates, and remaining balances
- Responsible for putting agreements in CI’s contracts database
Grants, Contracts and Internal Agreements
- Coordinate the financial and legal aspects of all external grants, contracts and IAs. Collect information requested to process the grants, such as financial risk assessment and anti terrorist screening.
- Ensure financial risk assessments and anti terrorist screening have been performed before creating agreements.
- Ensure that budgets on the proposals are within department budget.
- Develop grant, contracts and agreement using CI templates. Communicate changes requested with grantee, general counsel office and grant office.
- Put all information into the corporate grant management systems, including report datelines, approved technical and financial reports, and submitted payments.
- Ensure all technical and financial report are submitted and approved before sending next payments.
- Investigate a tracking system for project deadline, duration of the grant, contract or agreement payment schedule and budget. Prepare amendment to the grant, contract or agreement if necessary.
- Track leveraged funds from other partners as required by donor
- Provide monthly report regarding to progress report deadlines
Operational
- Conducts mailings as requested, including updating mailing and contact lists in Outlook and Excel spreadsheet
- Coordinate meetings arrangements for workshops and other HQ-based meetings
- Address technology issues as arise (e.g. laptop purchasing, software purchasing)
- Maintain hard copies of MS and BAEH publications. Oversee distribution of products, including keeping contact list (Excel spreadsheet and Outlook contact list) up to date.
- Represent BAEH and MS at finance and administrative meetings, including Human Resources and Information Technology
- Ensure other administrative tasks are completed on time
Fundraising
- Coordinate with multiple departments regarding to internal process of proposal budget submission.
- Develop budget proposal and ensure that budgets are reviewed and approved by the organization before submitted to potential donors
- Manage incoming grants and contracts
General
- Working with the Manager, S+K Operations, completes HR paperwork for BAEH and MS, including change of status forms and hiring paper work
- Identifies, coordinates, and expedites the communication of financial information and issues both internal and external communications for the two Units
- Completes other duties as assigned
- Works with S+K Exec to make sure proper Operational and HR procedures are followed within the two Units
Travel & Reimbursables
- Coordinates travel grants for non-CI colleagues
- Submits reimbursables as needed
- Working Conditions
- Normal office environment
QUALIFICATIONS:
Required:
- 2-4 years of work experience
- Familiarity with word processing and spreadsheets
- Working knowledge of budgeting, financial systems and financial reporting
- Experience with grants and contract development and management
- Requires attention to detail and the ability to operation with considerable independence to effectively establish priorities and work accurately under time constraints
- Knowledge of Foundation and US government funding
- Strong communication skill
- Excellent organizational and quantitative skills
Preferred:
- Four year college degree
- Bilingual skills preferred
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